What are the dates for the GIRL Fest? June 26 – June 30, 2019.
Check-in will begin early afternoon in a staggered fashion on June 26,
2019 and check-out will occur from 10 am – Noon on June 30, 2019.
Where will the GIRL Fest take place? The 2019 GIRL Fest will
take place at ACE Adventure Resort located in the heart of the New
River Gorge in Southern WV (about 19 miles north of Beckley, WV
off U.S. Route 19.)
How can I register for the GIRL Fest 2019? Girl and Adult
members must first register
through Girl Scouts of Black Diamond Council. After registering
with Girl Scouts of Black Diamond Council, you will receive a
confirmation code in an email. This code is needed to reserve your
trips, lodging and meals at ACE. You can make your reservation with
ACE by calling 1-800-787-3982.
All payments for the event will be processed through ACE.
What is the process for receiving the tax exemption status for this
event? To remove the 6% WV Sales Tax from your reservation, you
will need to submit a “Streamlined
Sales Tax Agreement, Certificate of Exemption.” You will receive
that form from ACE as part of the reservation process.
What are the Package options available for the event?
a) There are 3 options, for girls and adults attending in
proper adult to girl chaperone ratio, from which to choose for the event:
i. 4 nights of camping and meals
with rafting and 2 non-river activities, plus waterpark access and
Girl Scout program activities.
ii. 4 nights of camping and meals
with 3 non-river activities plus waterpark access and other Girl Scout
iii. 1 day “Build Your Own” Single
Day package is available on Friday, June 28, 2019 ONLY.
b) The Early Bird Pricing package pricing for both the
four-night options, for girls and adults attending in proper adult to
girl ratio, are $435/person. After January 18, 2019, the
cost for girls and adults in ratio is $475/person.
c) There is a single girl 4-day option available for Black
Diamond Council members only. Their price attending without adult
chaperones, the Early Bird Pricing for both four-night package
options is $485/person. After January 18, 2019, the price
increases to $525/person. They will be provided surrogate
leadership to chaperone and to go on trips with the girls.
Unfortunately, we do not have a committee big enough to provide
surrogate leadership for numerous single girls from across the
country. We suggest that single girls from across the country
encourage other girls and adults from their council to join in with
them for the fun.
d) The “Build Your Own” One Day package price will vary depending
on items selected, plus the program activity fee. If you can’t attend
all of the encampment, we encourage participants to purchase the One
Day Package on Friday, June 28, 2019, so members can participate in
the biggest social event during the GIRL Fest.
What do you mean when you talk about being in proper Adult to Girl ratio?
The following listing is the recommended minimum number of adults
needed to chaperone in the GIRL Fest per the number of girls
attending. If you have a multi-grade level group attending, then
default to the youngest grade level ratios in attendance.
Adult Supervision. The adult-to-girl ratio is two non-related
adults, including one woman, for every:
- 16 Girl Scout Juniors
- 20 Girl Scout Cadettes
- 24 Girl Scout Seniors
- 24 Girl Scout Ambassadors
There should be one extra adult for every additional:
- 1–8 Girl Scout Juniors
- 1–10 Girl Scout Cadettes
- 1–12 Girl Scout Seniors
- 1–12 Girl Scout
Note: Remember, you might want extra adults to be able to chaperone
the girls on the adventure trips that they choose to sign up for (ACE
Adventure Resort will not let the girls on a trip without adequate
chaperones) and extras to provide chaperone breaks over this multi-day experience.
Is it acceptable for just my daughter and I want to come to the
GIRL Fest? Please recruit additional people to go with you
(friends, family, service unit friends etc.). It is hard for one adult
to be on duty 24-7 for several days at an encampment, such as this..
Remember that ACE will not allow girls to go on guided trips and
activities without chaperones accompanying them. Plus, you might not
be interested in doing each ACE guided trip/activity that your
daughter chooses. Also, the venue is open to the public, so girls need
even more adult supervision. You might also consider asking around
and/or post on Facebook and other social media and look for others in
the same boat or find another troop that will let you tab along with
them. Having other girls with your daughter would make the experience
more enjoyable for her, as well.
In addition to special ACE Resort trip options, what does the Girl
Scout Program fee cover that is included in the packages?
- Shuttle bus transportation for the event.
- Girl Scout
- Girl Scout Badge Work Station
- Special Program Vendor Opportunities
- Special Girl Scout Social Functions Scheduled in the
- Snack provided at the Special Girl
Scout Social Functions
- GIRL Fest Commemorative Event
- Girl Scout Badge (if they earn the requirements at the
station) and/or special participant patches (if they visit the
special program vendor exhibits/stations offered).
event logistical support costs are pro-rated into the price set for
individual participants for the day.
What is the Early Bird pricing and when is the deadline for this price?
- The Early Bird price special is only available for those
attending the entire multi-day GIRL Fest.
- The Early Bird
pricing provides a $40.00 discount off the price per person on
multi-day package price for reservations reserved by January 18,
- That discount brings the girls and adults attending in
proper ratio price (available to Black Diamond Council members only)
to $435/person and the single girl rate to $485/person.
What is the non-refundable deposit and payment policy for the
- The $100 multi-day package deposit is non-refundable with the
payment required by January 18, 2018. For reservations made after
January 18, 2019, the non-refundable deposits are due at the time
the reservation is made.
- Any lodging upgrades will include
additional non-refundable deposits with the same due dates.
- The balance for the reservation is due April 30,
- Participants may make payments toward their final
bill as often as they would like to ACE Adventures up until the
final deadline of April 30, 2019.
What is the non-refundable deposit and payment policy for the
single day package opportunity available only on Friday, June 28, 2019?
- The single-day participant has several a’ la carte options to
build their experience of choice. See the GIRL Fest pricing tab for
info. Early bird price discounts are not available for this
- Realize, however, that once payment is made, the
single day participant has a non-refundable deposit of $45 for the
Girl Scout program fee + a $25 non-refundable deposit for any of ACE
Resort half day activity or rafting trip chosen for that day.
Additional ACE non-refundable deposits will also apply for any
upgrades that you make for your experience.
must register and be paid in full by April 30, 2019.
What other costs and fees are added to the reservation package?
You will see the following items specified on your ACE invoice:
- The New River Gorge National River and Gauley River
Recreational Area are permitted recreation areas by the National
Park Service and regulated by the Department of Natural
Resources. A $3.00/person, per activity Resource Use Fee is
applied to each reservation.
- Sales Tax will appear
unless you submit the proper tax exemption paperwork requested by
ACE Adventures Resort.
Are we supposed to tip the ACE trip and activity guides? Guide
gratuities are not included in the reservation pricing. They are not
required, but always appreciated.
What if I am registering after the Early Bird deadline? How much
will I pay for the GIRL Fest 2019?
- Multi-Day Package - Girls and Adults attending in ratio
- Multi-Day Package - Single Girls attending
without an adult chaperone is $525
deposit of $100 is required; due at the time the reservation
is made with balance due April 30, 2019.
deposit for Single Day Package $25 (Girl Scout program fee) +
$25 (for any half-day activity or rafting event chosen.
- Any lodging upgrades will include additional non-refundable
deposits with the same due dates.
What if I am not able to attend the event, but I have made a reservation?
- After January 18, 2019 – ALL DEPOSITS ARE
- Cancellations made prior to April 30, 2019,
will receive a full refund minus the non-refundable deposits and 10%
- Cancellations made after April 30,
2019, will receive a rain check with ACE Adventure Resort for the
reserved activities. No refunds will be given.
- Registrations can transfer to a new girl or adult member, if
What Girl Scout forms are needed to attend the 2019 GIRL Fest?
- Health Examination Form for Minors and Adults with proof of
- Adult and Minor Photo/Video release
- Parent Permission Form
- Medication and First Aid Product
- Swim Test Form (Needed if planning to use the
Waterpark, go on Whitewater Rafting, or go on the Kayak/Stand Up
Paddle Boarding Trips)
- Permission to Treat – Emergency
Note: Forms will be available soon on the website.
Does ACE Adventure Resort have any forms that need to be completed
to participate in activities at the resort? ACE has their own
General Waiver and Water Park Waiver forms that will be sent to you as
part of the reservation process.
Is ACE open to the public during GIRL Fest 2019? I have safety concerns.
- ACE will remain open to the public during the event for their
general activities. However, Girl Scout camping and event spaces are
separate from the general public.
- The public will not be
allowed to attend half-day and rafting activities that contain Girl
Scouts and Adult Members.
- ACE has security personnel at
the Waterpark from 9 AM to 8 PM and 24/7 throughout the resort.
There are a limited number of cameras monitoring the main parking
lot at the resort.
- All activities will have a certified
guide who have received criminal background checks.
waterpark will remain open to the public during the event. However,
the waterpark is gated, and no one can enter without a wristband and
signing a waiver/liability form with ACE.
- Prior to entering
the lake, each person receives a PFD. No one can enter the lake
without going through the PFD station. No one can exit the gate
without turning in their PFD.
- Troops and Girls must remain
in proper adult to girl ratio when they are not at their scheduled
- Anyone under the age of 18 must have an adult
with them during guided trip activities.
Who can participate in GIRL Fest 2019? Can I participate in this event?
- The GIRL Fest at ACE is open to girls from any Girl Scout
Council in the nation, if they are currently in
4th-12th grades during this current Girl Scout
membership year. Participants may register as a Girl Scout
troop/group in proper ratio. Girl Scouts from Girl Scouts of Black
Diamond Council can register as single girls.
- Non-registered girls in the Girl Scouts of Black Diamond Council
jurisdiction can attend the event if they register as a Girl Member
and pay the $25 Girl Membership Fees before the payment deadlines
for the event. Single girls, not attending with a troop, will be
assigned a surrogate leader during the event and will pay a higher
Our Troop has a male leader/assistant leader. Can they attend?
- We love our male volunteers---we appreciate them, like all
volunteers. Male leaders/assistant leaders will have a separate
camping area and bathroom facilities outside of the Girl Scout
camping area and bathing facilities.
- Troops traveling with
a registered male adult member will still need to maintain proper
chaperone ratio in the camping areas.
What about a participant’s physical ability?
- There is a lot of physical activity required at the GIRL Fest
due to the nature of High Adventure. All participants, both
individuals and girl/adult members attending with a troop/group,
should be made aware of this aspect of the event. Please select
registered volunteers that can participate alongside their Girl
Scouts in the fun-filled world of high adventure.
- This also
helps to shape shared memories for you and your troop. Discuss all
the rafting and half-day activities with your troop to determine
what are the best opportunities and the best adult member chaperone
to attend those opportunities.
- You can find videos
of ACE’s activities at www.youtube.com and searching for
ACE Adventure Resort.
What is the age, height and weight restrictions on the high
adventure activities provided by ACE?
Will we be served meals at this GIRL Fest 2019?
- Yes! Menus are linked in their own tab below. Continue reading
for more details.
- ACE will be providing all meals for the
event including, breakfast, lunch, and dinner.
- Materials for a ‘pack-n-go’ lunch will be provided each morning,
so the participants will be able to take it to each activity, and
not have to return the dining area during the day. An insulated
lunch bag will be provided to participants for their lunch while “on
the go” to keep sandwiches cool.
- Snack will be
provided as part of the evening Girl Scout functions, but we
encourage participants to bring additional snacks. Depending on the
size of the event, participants will be able to store their snacks
in their cars, parked either in or near the campground. For those
arriving by bus or being dropped off, there will be a designated
snack location, so food products can be stored. This area will not
have refrigeration. A designated food storage location is necessary
to reduce the attraction of wild animals.
- ACE has
additional food for purchase in the waterpark area and Outfitter’s
NUTS AND PEANUT BUTTER ARE PROHIBITED DUE TO ALLERGIES.
- Your first meal will be Dinner on Wednesday, June 26, 2019. A
final continental breakfast will be served on Sunday morning as
troops and single girls check-out.
I and/or one of my Girl Scout members has special dietary needs.
How can this be accommodated?
- Please let us know in advance if you have special dietary
needs, and the ACE kitchen will do their best to accommodate
- ACE will take collect information about special dietary
needs during the reservation process. The food management will do
what they can to provide for your needs. However, with a highly
specialized diet, such as gluten-free, keto, diabetic, vegan, we
recommend bringing shelf staple foods to supplement the menu. ACE
staff will do their best to provide adequate storage for those
needing specialized diets due to health restrictions.
I would like to register as a single girl. How do I complete this process?
- Girls from Girl Scouts of Black Diamond Council have the
option of registering as a single girl. Unfortunately, we are not
able to open this option to girls outside of council due to the
relatively small size of our Girl Scout planning
- We will design surrogate troops with the
proper chaperone ratio to meet the needs of the single girl
participant. This surrogate troop will function as a traditional
troop during the event with a surrogate troop leader and an
assistant troop leader.
- The adopted troop leader and
assistant troop leader will follow standard protocols and policy to
ensure the safety of each single girl participant.
Only my daughter and one other girl from the troop are interested
in attending. Would we be allowed to register for the GIRL Fest,
since we are not in the proper minimum recommended girl/adult safety ratios?
- Participants are strongly encouraged to attend as larger troop
or group with at least the minimum number of adults to girl ratio as
Activity Checkpoints. That way, you all can best
determine which adults will be attending certain trips that girls
have signed up for. In addition, the adults can be able to take
turns being on chaperone duty during the GIRL Fest.
- If a
Black Diamond Council member cannot find another troop or group to
join up with to register for the GIRL Fest, then you will be grouped
up with others in similar situations for the event by the GIRL Fest
Committee, so that we can have the proper overall girl/adult ratios.
This option would only be available to Black Diamond Council members
only. Out-of-council participants must attend as a troop or group
with at least the minimum proper chaperone ratio to be approved for
their travel trip to the GIRL Fest by their home council.
How will the GIRL Fest programming be organized?
- The Girl Scout specific programming is generally
free-flowing. Participants come and go as they wish, enjoying
activities around the designated event space and the ACE campus each
day, however, there will be certain activities/opportunities that
will appear on each day’s schedule that only occur at a certain
time. Some things are optional; some things are not (like meal
times—if you miss those, you are out of luck). The Flag ceremony
starts each morning at 7 am and quiet time begins in the tent unit
each day at 10:30 pm.
- ACE will provide you with an
itinerary with your guided activities. Each troop will be scheduled
for a specific time to participate in the activity they choose
during the reservation process. The public will not be allowed on
Girl Scout trips. Your troop must show up at the scheduled time to
participate in the activity on your specific itinerary.
- Those registering early will have preference over the trip time
slots activity availability.
What sleeping arrangements are available?
- Camping is included in the base package price, but upgrades
are available at various costs. GIRL Fest attendees can contact ACE
to determine the specific costs of the upgrades. Upgrades include
cabins, platform tents, and bunkhouses.
- Girl Scouts and
Adult Members will need to bring tents, sleeping pads and sleeping
bags. An additional fee can be added if troops need to rent tents
and sleeping pads.
- The event space and camping areas
will be closed to the public during the event.
What do I do if I have “glampers” in my troop that don’t like tent
camping? The fee includes campsite rental where you pitch your own
tent. You might consider upgrading your accommodations at additional
expense with ACE. You can then “glamp” those up, as needed. Reserve
them right away. There are only so many extra accommodations available.
Can I park near the campground? There will be designated
parking for those attending the event. Depending on the size of the
event, cars will be either parked in or near the event. Once parked,
participants are not to move them except for an emergency or special
need. Shuttle services will be available to take Girl Scouts to and
from the main event and camping space. This shuttle service will only
be open to Girl Scouts and Adult Members.
What about Bathroom/Showers? There will be showers and toilets
available to Girl Scouts and Adult Members throughout the event.
What about internet service and cell service/reception? There
is limited cell phone service at ACE (We understand that AT&T Cell
Service works the best at ACE); however, there are Wi-Fi services
located at the main buildings.
Will ACE be open to the public during 2019 GIRL Fest?
- ACE will be open to the public during the event, and troops
must maintain ratio during the event. We will have surrogate troops
for girls from Girl Scouts of Black Diamond Council attending as a
- The event space and camping areas will be
closed to the public during the event.
- ACE has security in
place to help protect all participants wishing to engage in
adventurous outdoor activities.
- All guided activities with
Girl Scouts on the trip will be limited to Girl Scouts and Adult
Members who have completed a criminal background check.
What if I get injured during the event?
- Girl Scouts of Black Diamond Council will have a First Aid
Station set up at the event to help with minor injuries, such as bug
bites, sunburn or minor scrapes.
- In case of an emergency,
local Emergency Services will be used to transport and treat Girl
Scouts and Adult Members attending the event.
remember to complete and submit all required medical and health
forms, including the consent to treat.
- Please bring any
necessary medical equipment and medications. All medications must be
in the original prescription bottles with the dosage amounts listed
on it. Have all the necessary paperwork completed concerning
medications and medical devices prior to the event, so we can better
serve you. Please remember Girl Scouts of Black Diamond Council
staff and volunteers may not be trained medical professionals, but
we will have the required First Aiders, as outlined in the Safety
What should I bring to go rafting and participating in guided activities?
- You should check out the “What to Bring” page
on ACE’s website for the most detailed resource.
- You will
also receive a packing and gear list for GSBDC that discuss other
items to bring to the GIRL Fest. These informational pieces will be
received as part of a Welcome Email once memberships and Criminal
Back Checks are verified.
How do I get to ACE Adventure Resort? You will find
directions to ACE here. You may lose
cell phone service while you are driving here, so make sure you have a